GUIDANCE FOR RECORDING ENTRIES IN THE BALLAST WATER RECORD BOOK

DATE ITEM Record of operations/signature of officer in charge of operation

(dd-MMM-yyyy) (number) concerned
Example #1: Ballasting in port without BWMS (untreated Ballast Water)
dd-MMM-yyyy 3.1.1 dd-MMM-yyyy, hh:mm to dd-MMM-yyyy, hh:mm at [name of port]

3.1.2 Uptake: XXX M3, Total quantity retained: YYY M3

3.1.3 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

Notes:
1. Total quantity retained is total quantity on board and not in any individual tank/cargo hold
2. If bypassing the BWMS (ports with challenging water quality or in-operational BWMS) item 3.6 entry needs to be
made explaining why BWMS was bypassed, with notifications to flag and coastal States. Refer to guidance in
Marine Notice POL-015.

Example #2: Ballasting at sea without BWMS (untreated Ballast Water)

dd-MMM-yyyy 3.1.1 dd-MMM-yyyy, hh:mm at Lat: ……………, Long: ................. to dd-MMM-yyyy,
hh:mm at position Lat: .................., Long: ................, Min. distance from nearest land
XXX NM. Min. depth of water – YYY meters

3.1.2 Uptake: XXX M3,, Total quantity retained: YYY M3

3.1.3 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

Note: Total quantity retained is total quantity on board and not in any individual tank/cargo hold

Example #3A: Ballast water exchange without BWMS (untreated Ballast Water) - Flow
Through Method
dd-MMM-yyyy dd-MMM-yyyy, hh:mm at Lat: …………….., Long: …………. to dd-MMM-yyyy,
3.2.1
hh:mm at Lat: ……………., Long: ………………
3.2.2 XXX m3 exchanged using [Flow-through], Total quantity retained: YYY M3
Yes/No (As applicable) Min. distance from nearest land - XXX NM, Min. Depth of
3.2.3
water - YYY meters.
3.2.4 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
Example #3B: Ballast water exchange without BWMS (untreated Ballast Water)- Sequential
(Empty/Refill) Method
dd-MMM-yyyy dd-MMM-yyyy, hh:mm at Lat: ………….., Long: ………….. to dd-MMM-yyyy,
3.3.1
hh:mm at Lat: ……………, Long: …………….
3.3.2 Total quantity discharged XXX m3, Total quantity retained: YYY M3
Yes/No (As applicable) Min. distance from nearest land - XXX NM, Min. depth of
3.3.3
water - YYY meters.
3.3.4 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
dd-MMM-yyyy, hh:mm in position Lat: ………….., Long: ………………. to dd-
dd-MMM-yyyy 3.1.1 MMM-yyyy, hh:mm in position Lat: ………………., Long: ………………, Min.
distance from nearest land: XXX NM, Min. depth of water: ………………..
3.1.2 Uptake: XXX M3, Total quantity retained YYY m3,

3.1.3 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

Notes:
1. In case 3.2.3 is “No”, item 3.6 entry needs to be made explaining why operation was not conducted in accordance
with approved BWM Plan
2. For sequential method at least 95% volumetric exchange is required.
3. For pumping-through method, at least 3 times the volume of each ballast tank/cargo hold is required. Pumping less
than three times may be accepted provided the ship can demonstrate that at least 95% volumetric exchange is met
4. National regulations of coastal States should be referred to for special requirements in certain areas under regulation
C-1

Example #4: Ballasting in port or at sea with BWMS (treated Ballast Water)
dd-MMM-yyyy 3.1.1 dd-MMM-yyyy, hh:mm to dd-MMM-yyyy, hh:mm at [ name of port]/[ Lat:……,
Long: ……………… to Lat: …………., Long: ………….], depth of water if
outside port:

3.1.2 Uptake: XXX M3, Total quantity retained: YYY M3

3.1.3 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

dd-MMM-yyyy, hh:mm to dd-MMM-yyyy, hh:mm at [ name of port]/[Lat: ……,
dd-MMM-yyyy 3.2.1
Long: ……. to Lat: ……….., Long: ……….], depth of water if outside port
3.2.2 Uptake: XXX M3 treated at uptake through BWMS, Total quantity retained: YYY M 3

3.2.3 Yes

3.2.4 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

Example #5: Ballast Water discharge in port or at sea with or without BWMS
dd-MMM-yyyy, hh:mm to dd-MMM-yyyy, hh:mm at [ name of port]/[Lat:…….,
dd-MMM-yyyy 3.3.1
Long: ………. to Lat: …………, Long: ……………….]
3.3.2 Discharged: XXX M3, Total quantity retained: YYY M3
3.3.3 Yes/No (As applicable)
3.3.4 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

Example #6: Ballast Water Exchange(BWE) using BWMS (untreated Ballast Water
exchanged with treated Ballast Water) – BWE + BWT (ballast water treatment)
dd-MMM-yyyy dd-MMM-yyyy, hh:mm at Lat: …………, Long: …………… to dd-MMM-yyyy,
3.2.1
hh:mm at position Lat: ………………, Long: ………………
XXX M3 of ballast water [name of tanks] exchanged with ZZZ M 3 of treated ballast
3.2.2
using sequential method. Total quantity retained: YYY M3
3.2.3 Yes/No (As applicable)
3.2.4 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
Notes:
1. Refer to guidance in Marine Notice POL-015 for guidance on BWE + BWT
2. Item 3.6 entry needs to be made with reference to reason for carrying out BWE + BWT and applicable reference to
approved BWM plan
Example #7: Exceptional uptake of Ballast Water in cargo tanks of tankers
dd-MMM-yyyy 3.5.1 dd-MMM-yyyy, hh:mm to dd-MMM-yyyy, hh:mm
3.5.2 [ name of port]/[Lat: ………,Long: …………to Lat: …………, Long: …………..]
3.5.3 Uptake: XXX m3 in cargo tanks [identity of tanks]
3.5.4 Circumstance of uptake, the reason therefore & general remarks
3.5.5 Yes/No (As applicable)
3.5.6 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
Note:
1. Additional entry to be made in ORB Part II or CRB as relevant

Example #8: Accidental or Exceptional discharge of Ballast Water

dd-MMM-yyyy 3.5.1 dd-MMM-yyyy, hh:mm to dd-MMM-yyyy, hh:mm

3.5.2 [ name of port]/[Lat: …….., Long: ………… to Lat: ……….., Long: ……………..]

3.5.3 XXX m3Ballast Water discharged

3.5.4 Circumstance of discharge, escape or loss, the reason therefore & general remarks
3.5.5 Yes/No (As applicable)
3.5.6 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
Note:
1. If Ballast Water is discharged from cargo tanks of tankers, additional entry to be made in ORB Part II or CRB as
relevant
2. If 3.5.5 is ‘No’, explain why. Example: Heavy weather ballast discharged through ODME, see ORB Part II

Example #9: Ballast Water taken from a reception facility

dd-MMM-yyyy 3.4.1 dd-MMM-yyyy, hh:mm at [location of uptake]

3.4.2 NA

3.4.3 [Name of Port or Facility]

3.4.4 XXX m3 ballasted in [identity of tanks/cargo hold]

3.4.5 Yes/No (As applicable)
3.4.6 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

Example #10: Ballast Water discharged to a reception facility

dd-MMM-yyyy 3.4.1 NA

3.4.2 dd-MMM-yyyy, hh:mm at [location of discharge]

3.4.3 [Name of Port or Facility]

3.4.4 XXX m3 discharged from [identity of tanks/cargo hold]

3.4.5 Yes/No (As applicable)

3.4.6 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
Example #11: Ballast Water exchange in accordance with regulations B-4.1 and D-1 is not
possible due to distance from nearest land and water depth restrictions
dd-MMM-yyyy 3.6 Ballast Water exchange in accordance with regulation B-4.1 was not conducted as
at all times during the voyage the minimum criteria of at least 50 NM from the
nearest land and at least 200 meters water depth could not be complied without
deviating from the intended voyage and port State at next port has not designated
areas for Ballast Water exchange
Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
Note: This only applies until the ship is required to meet the D-2 Ballast Water performance standard in accordance with
regulation B-3 and where the port State at the next port has not designated areas for Ballast Water exchange

Example #12: Ballast Water exchange in accordance with regulations B-4.1 and D-1 is not
possible due to threat to the safety or stability of the ship
dd-MMM-yyyy 3.6 Ballast Water exchange in accordance with regulation B-4.1 was not conducted
because of threat to the safety/stability of the ship/crew/passengers due to adverse
weather/ship design or stress/equipment failure/ other extraordinary condition.
Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
Note:
1. Applies where the master reasonable decides complying with such Ballast Water exchange under regulation B-4.1
or B-4.2 would threaten the safety or stability of the ship/crew/passengers because of adverse weather/ship design
or stress/equipment failure/other extraordinary circumstance.
2. This only applies until the ship is required to meet the D-2 Ballast Water performance standard in accordance with
regulation B-3.

Example #13: Removal and disposal of Sediment from Ballast Water Tanks to Sea
dd-MMM-yyyy 3.6 XX M3 of Sediment removed from [identity of Ballast Water tanks] and disposed
to Sea from dd-MMM-yyyy, hh:mm, in position [Lat: ………, Long: …………] to
dd-MMM-yyyy, hh:mm, in position [Lat: ……………, Long: ……………]
Maximum distance from nearest land: XX NM and Minimum Depth of water: XX
meters
Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

Example #14: Removal and disposal of Sediment from Ballast Water Tanks to Reception
Facility
dd-MMM-yyyy 3.6 XX M3 of Sediment removed from [identity of Ballast Water tanks] and disposed
to [Name of Reception Facility] at [Location] from dd-MMM-yyyy, hh:mm to dd-
MMM-yyyy, hh:mm
Receipt #:
Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
Note: Master should obtain a receipt for sediment disposal from the reception facility with quantity of sediment
disposed and date/time. Receipt should be kept along with the BWR book.
Example #15: Sea Water Flushing of Ballast Tanks
dd-MMM-yyyy 3.6 [Identity of Ballast Tanks] flushed with sea water and XX M 3 discharged from
dd-MMM-yyyy, hh:mm, in position [Lat:……….., Long: ………...] to
dd-MMM-yyyy, hh:mm, in position [Lat: ………., Long:…………].
Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

Example #16: Bypass due to Failure of BWMS

dd-MMM-yyyy 3.6 BWMS in-operational from dd-MMM-yyyy, hh:mm due to [reason]
Flag State Administration informed
[Name of Port State Authority] informed
[Contingency measures in accordance with approved BWM plan implemented
in agreement with flag State and port State]
Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

Example #17: Bypass of BWMS due to Challenging Water Quality in Port

dd-MMM-yyyy 3.6 BWMS by-passed at [name of port]/ [Location] due to [high level of turbidity] [high
level of total suspended solids] [other valid reason exceeding BWMS operational
limitation] from dd-MMM-yyyy, hh:mm to dd-MMM-yyyy, hh:mm
Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
Note: Low salinity of port water should not be considered a valid reason to by-pass the BWMS

Example #18: Rectification of BWMS failure

dd-MMM-yyyy 3.6 BWMS made operational on dd-MMM-yyyy at hh:mm by [explain action taken]
Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy

Example #19: Recording a Missed Entry

dd-MMM-yyyy1 3.6 Entry pertaining to a missed operational entry
2
dd-MMM-yyyy 3.1.1 dd-MMM-yyyy, hh:mm in position [Lat:…………., Long: ......................] to
dd-MMM-yyyy, hh:mm in position [Lat:................., Long: .......................],
Min. distance from nearest land XXX NM, Min. Depth of water – YYY meters

3.1.2 Uptake: XXX.X M3,, Total quantity retained: XXX.X M3

3.1.3 Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy1

Notes:
1
dd-MMM-yyyy to be date of making entry in the log book
2
dd-MMM-yyyy to be date of operation when recording of entry was missed out

Example #20: . Use of ballast tank for non-ballast purpose/ sealing of ballast tank valves
dd-MMM-yyyy 3.6 XXX m3 of FW/SW transferred from [Tank name], retained YYY m3 to WB Tank
 [Tank name] for [purpose] , retained ZZ.Z m3
WB tank overboard discharge valve sealed (seal #)
Signed: (Officer-in-charge, Name & Rank) dd-MMM-yyyy
Note: This entry may be used for transferring clean drains on tankers fitted with IBTS to a WB tank for tank cleaning

Example #21: Sampling and Testing of Ballast Water Sample

dd-MMM-yyyy 3.6 Ballast Water sample collected by [name of entity] and landed to [name of
laboratory]
[Test Requirement/Standard]
[Result of Test]
Note: Test report should be kept in a safe place